How to Connect Fireflies for Meeting Transcripts in CrmLeaf
All editions. Requires the FirefliesIntegration add-on module to be enabled for your account by an Administrator. Confirm the module is included in your plan.
Availability: All editions. Requires the FirefliesIntegration add-on module to be enabled for your account by an Administrator. Confirm the module is included in your plan.
Overview
The Fireflies.ai integration brings meeting transcripts into your CRM records. Instead of notes living in a separate meeting tool, the transcript is attached to the relevant Lead or Deal, and the action items extracted from the conversation come with it. Sales conversations are then part of the deal history that anyone with access to that deal can read.
How It Works
An Administrator enables the module and connects the company's Fireflies.ai account. Fireflies records and transcribes your meetings as it normally does. The transcript is then attached to a Lead or Deal in CrmLeaf, together with the action items extracted from the discussion, so the follow-up work is visible next to the opportunity.
Enable module → Connect Fireflies account → Hold the meeting → Transcript attached to Lead or Deal → Work the action items
- Transcription happens in Fireflies.ai; CrmLeaf receives the result and attaches it to the CRM record.
- Extracted action items arrive with the transcript, so commitments made in a call are recorded rather than remembered.
- Because the transcript is attached to a Lead or Deal, existing record visibility rules control who can read it.
Who Can Use This Feature?
Administrator
- Enable the Fireflies integration module for the account.
- Connect the company's Fireflies.ai account.
- Confirm that transcripts and action items arrive on the intended records.
- Agree internally what may be recorded and transcribed.
This functionality is available only to Administrators.
Prerequisites
- Administrator access to CrmLeaf.
- An active Fireflies.ai account that records and transcribes your meetings, with administrator rights there so you can create credentials or approve the connection.
- Leads or Deals in CrmLeaf for the meetings you record, so transcripts have a record to attach to.
- Agreement on your recording and consent practice, since meeting participants are being transcribed.
For Administrators
Step 1: Enable the Fireflies module
What to do: Enable the Fireflies integration module for the account.
What to verify: The integration's settings screen is available.
Step 2: Prepare the Fireflies account
What to do: Sign in to Fireflies.ai and obtain what CrmLeaf needs to connect, for example an API credential from your account. Confirm that the meetings you care about are actually being transcribed there.
What to verify: A recent meeting has a completed transcript in Fireflies.ai.
Step 3: Connect Fireflies to CrmLeaf
What to do: Open the Fireflies integration settings for your company, complete the connection with the credential you obtained, and select Save.
What to verify: The settings screen shows the account as connected.
Step 4: Test with one meeting
What to do: Hold or replay one transcribed meeting connected to a test deal, then open that deal in CrmLeaf.
What to verify: The transcript is attached to the deal and the extracted action items are present.
Expected Result
Meeting transcripts from Fireflies.ai are attached to the related Lead or Deal in CrmLeaf, along with the action items extracted from the conversation, so call outcomes are part of the CRM record.
Service Organisation Context
A scoping or requirements call is where a service engagement is really defined, and what was said in it usually decides what is later delivered. Having the transcript and the extracted action items attached to the lead or deal means client requirements captured in conversation sit with the opportunity, available to whoever afterwards writes the estimate, the proposal or the scope of work. For consulting, implementation and agency firms this narrows the gap between what the client described and what the delivery team receives, and it gives the commitments made in the call a written home. Existing record visibility still decides who can read the transcript.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This is an add-on module. Confirm plan inclusion before relying on it.
- Recording and transcription happen in Fireflies.ai. If a meeting was not transcribed there, nothing can arrive in CrmLeaf.
- Transcripts contain what participants said. Confirm your consent and data-retention obligations before rolling this out to customer calls.
- Anyone who can see the Lead or Deal can see the transcript attached to it, so review record visibility first.
Common Scenarios
Example: discovery call handover. A pre-sales specialist runs a discovery call. The transcript and action items land on the deal, so the account manager who takes over does not need a verbal briefing.
Example: commitments in writing. A client agrees to send site information during a call. The extracted action item on the deal keeps that commitment visible in the follow-up.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Fireflies settings cannot be found | The add-on module is not enabled for the account | Enable the module in module settings, or confirm plan inclusion |
| No transcript appears in CrmLeaf | The meeting was not transcribed in Fireflies.ai, or the connection credential is no longer valid | Confirm the transcript exists in Fireflies.ai, then reconnect the integration |
| The transcript is attached to the wrong record | The meeting could not be matched to the intended Lead or Deal | Confirm with the product team how matching is determined and correct the record data |
| A User cannot see a transcript | The role does not have visibility of that Lead or Deal | Review the role's record visibility scope |
Frequently Asked Questions
Does CrmLeaf record the meeting itself?
No. Recording and transcription are done by Fireflies.ai; CrmLeaf attaches the result to the CRM record.
Are action items created as tasks?
Extracted action items arrive with the transcript. Confirm with the product team whether they can also become tasks.
Can transcripts attach to records other than Leads and Deals?
Leads and Deals are the documented targets.
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